JOB DESCRIPTION: Payroll Coordinator
Reports to: Business Administrator
Nature and Scope of Job:
The payroll coordinator will ensure the prompt and accurate handling of all matters related to payroll
and related functions for all district employees.
Qualifications:
The Payroll Coordinator shall
1. High School Diploma.
2. Accounting/Payroll background in settings utilizing in-house computer generated payroll
accounting systems.
3. Minimum of five (5) years business office experience.
4. Systems 3000 experience required.
5. Skilled in the use of word processing, spreadsheet presentation and data entry programs.
6. Knowledge of and skill in the operation of automated office equipment (personal computer,
calculator, check signer, check stuffer, postage meter, etc.).
7. Exhibit a personality that demonstrates interpersonal skills to relate well with students, staff,
administration, parents and the community.
8. Demonstrate the ability to communicate effectively in English, both orally and in writing, using
proper grammar and vocabulary.
9. Provide proof of U. S. citizenship or legal resident alien status by completing Federal Form I-9 in
compliance with the Immigration Reform and Control Act of 1986.
10. Provide evidence that a criminal record history check has been conducted and clearance has
been given by the Department of Education in accordance with NJSA 18A:6-7.1.
11. Provide evidence that health is adequate to fulfill the job functions and responsibilities, with
reasonable accommodation pursuant to 42 U.S.C. 12101 and in accordance with N.J.A.C. 6A:326.
12. Pass the state required Mantoux Intradermal Tuberculin Test as required by N.J.A.C. 6A:3-4A.4.
13. Meet such alternatives to the above qualifications as the Superintendent may find appropriate
and acceptable.
Verification of Competency:
1.
2.
3.
4.
District application and resume.
Required documentation outlined in the above qualifications.
Provide three references from former employers or other professional sources.
Employment interview.
Job Description: Payroll Coordinator
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Job Functions and Responsibilities:
The Payroll Coordinator shall:
1. Processes all employee payroll transactions and forms accurately and timely. Enroll new hires
into all related deductions and other pay types.
2. Generates and disseminates direct deposit and paychecks.
3. Processes all regular and exception payrolls for all employee salaries on an ongoing basis
and all corrections and adjustments as needed.
4. Reconciles payroll changes and adjustments to ensure accurate posting to the District's
budget system.
5. Prepare all applicable payroll, accounting and transfer reports as needed to comply with
federal, state, and local requirements.
6. Disburse all payroll/agency related deductions including but not limited to federal and state
withholdings, social security, Medicare and unemployment taxes; tax sheltered annuities;
credit union; PERS and TPAF pension plans; garnishments; disability plans and flexible
spending accounts, and other deductions as may be determined by the supervisor.
7. Process, prepare and reconcile all state and federal payroll reports as required including but
not limited to PERS, TPAF, SUI, IRS 941, New Jersey 927W, W2, W3, and submit
payments as required.
8. Prepares reports and analyses to support negotiations and other contract related requests
by administration.
9. Maintains files and documents in accordance with HIPPA and district policies and practices
regarding confidentiality.
10. Maintains employee confidence and protects payroll operations by keeping information
confidential.
11. Processes all employee pension program enrollments, transfers, loans, retirements,
quarterly reports, and other pension related matters or questions.
12. Researches payroll related questions and recommend action to supervisor.
13. Complies with federal, state, and local legal requirements by studying existing and new
legislation; enforcing adherence to requirements; advising administration on needed actions.
14. Verifies eligibility for compensation prior to payment of claims for unemployment and/or
workers' compensation claims. Participates in unemployment hearings as necessary.
Completes verification of employment for employees refinancing.
15. Coordinates the dissemination of employee information related to wide range of payroll
related matters.
16. Serves as resource person for employee assistance in all pension, and payroll related
matters.
17. Notifies staff of changes in policy, procedure, law, etc. as approved by supervisor.
18. Provides requested payroll records and reports required for the annual audit or
administrative request.
19. Develops procedures and maintains manual on payroll processing. Recommends changes
to district procedures to supervisor.
20. Recommends changes to procedures and software to improve functionality and efficiency.
Job Description: Payroll Coordinator
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21. Attends job related seminars, and meetings to keep current with changes related to job
duties.
22. Completes duties and projects as may be assigned by the supervisor.
Physical Demands:
While performing the duties of this job, the employee is regularly required to stand; walk; use hands and
fingers to handle, or feel objects, tools, or controls; and talk or hear. The employee frequently is
required to reach with hands and arms. The employee is occasionally required to sit for extended
lengths of time. The employee may squat, stoop or kneel, reach about the head and reach forward. The
employee may use hand strength to grasp tools and climbs on to ladders. The employee may
occasionally bend or twist at the neck and trunk while performing the duties of this job. The employee
will be required to utilize a computer monitor for extended periods of time.
The employee may need to lift and/or move up to 25 pounds for various situations that occur. The
employee will sometimes push/pull items. Specific vision abilities required by this job include close
vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
Environmental Demands:
The environmental demands described here are representative of those that must be met by an
employee to successfully perform the essential responsibilities and functions of the job and are not
meant to be all inclusive.
1. Exposure to a variety of childhood and adult diseases and illnesses.
2. Occasional exposure to a variety of weather conditions.
3. Exposure to heated/air conditioned and ventilated and non-air conditioned facilities.
4. Exposure to a building in which a variety of chemical substances are used for cleaning,
instruction, and/or operation of equipment.
5. Function in a workplace that is usually moderately quiet but that can be noisy at times.
6. Exposure to fumes from various art materials.
Employment Terms:
The Payroll Coordinator shall be employed under the following terms:
1. Work year of twelve months.
2. Salary, benefits, leave time and conditions as specified in the Non Bargaining Employee Benefit
Manual.
3. Conditions established by all laws and codes of the State, and all policies, rules, and regulations
established by the Board of Education.
Evaluation:
Performance of this job will be evaluated in accordance with provisions of the Board’s policy on
evaluation of Non-Certified staff.
Approved:
Job Description: Payroll Coordinator
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